City of Culver City, California
Agenda Item Report
Meeting Date: 07/13/09 Item Number: A-3
CITY COUNCIL AGENDA ITEM: Approval of Professional Services Agreements
with AAE Inc., APD Consultants, CivilSource, E.W. Moon, Kimley-Horn and
Associates, KOA Corporation/CBM Consultants, Paller-Roberts Engineering, Inc.,
Psomas and Willdan for General Civil Engineering Services; and with GK
Consultants and Nickerson Company for Construction Management and Inspection
Services
Contact Person/Dept.: Mate Gaspar/PW Phone Number: 310-253-5602
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-Mail) Agendas and Meetings – City Council (07/08/09); (E-Mail)
AAE Inc., (E-Mail) APD Consultants, (E-Mail) CivilSource (E-Mail) E.W. Moon, (E-Mail)
GK Consultants, (E-Mail) Kimley-Horn and Associates, (E-Mail) KOA Corporation/CBM
Consultants, (E-Mail) Nickerson Company, (E-Mail) Paller-Roberts Engineering, Inc., (E-
Mail) Psomas, and (E-Mail) Willdan (07/08/09).
Department Approval:
Charles D. Herbertson (07/02/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/07/09)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (07/08/09)
City Manager Approval:
Mark Scott (07/08/09)
RECOMMENDATION:
Staff recommends the City Council approve professional services agreements with
AAE Inc., APD Consultants, CivilSource, E.W. Moon, Kimley-Horn and Associates,
KOA Corporation/CBM Consultants, Paller-Roberts Engineering, Inc., Psomas and
Willdan for general civil engineering services; and with GK Consultants and
Nickerson Company for construction management and inspection services, all for
terms expiring on June 30, 2012.
BACKGROUND:
The Public Works Department/Engineering Division is responsible for the
management of the citywide capital improvement program. The Engineering
Division has several civil engineering positions that oversee and implement the
capital improvement program, including the Public Works Director/City Engineer,
Engineering Services Manager, two Senior Civil Engineers, and three Associate
Engineers. In addition, the Engineering Division staff has other responsibilities such
as responding to questions at the public counter, working with other City
departments on city-wide issues, conducting condition setting and plan check of
private development projects, answering resident inquiries on the telephone, and
other City engineering work. With these work responsibilities along with a capital
improvement project workload in the millions of dollars and occasional position City of Culver City, California
Agenda Item Report
vacancies within the Division, it is necessary to augment Engineering Division staff
with consultants, principally for project design, construction management, and
inspection services.
To address this need, the City has previously entered into multi-year contracts with
civil engineering firms to support the capital improvement program. These firms
provide the specific technical knowledge and the time to ensure that projects are
effectively designed in accordance with sound engineering practices and standards.
On July 23, 2007, the City Council approved professional services agreements with
seven (7) civil engineering firms to support the Engineering Division in implementing
the capital improvement program. The consulting firms successfully designed and
managed many of the capital improvement projects in fiscal year 2007/08 and
2008/09. Their contracts expired on June 30, 2009.
DISCUSSION:
On June 5, 2009, a request for a Statement of Qualification (SOQ) for general civil
engineering design, construction management, and inspection was mailed to twenty-
two (22) civil engineering firms. Twenty-one (21) firms responded and staff reviewed
and evaluated each of the firm’s SOQ using the following criteria:
• Qualifications, experience, education, and technical training of personnel
proposed to provide the required services
• The experience and record of success on comparable capital projects (sewer,
street, drainage, and streetlight improvements)
• Fee schedule for the firm’s personnel
• References from other government agencies
• The number of capital projects completed
• Experience with grant funded capital projects
After the evaluation of each SOQ by the Engineering Services Manager and the two
Senior Civil Engineers, staff is recommending awarding professional services
contracts to ten (11) civil engineering and/or construction management and
inspection firms. Staff is recommending that five (5) civil engineering firms that had
contracts and worked on various projects with the City, APD Consultants of Irvine,
CBM Consultants (merged with KOA Corporation) of Gardena, , Paller-Roberts
Engineering of Culver City, Psomas of Santa Ana, and Nickerson Company of
Westchester, be approved again so they can continue to provide proposals and
support to staff for the City’s capital improvement program. Staff is recommending
not renewing contracts with KDM Meridian and Norris-Repke. Both of these City of Culver City, California
Agenda Item Report
companies failed to successfully compete for selection to perform project work over
the past several years due to either higher proposal prices or less qualified
personnel.
Based on the review of the SOQ, staff is recommending the following additional
companies: AAE of Orange, CivilSource of Irvine, E.W. Moon of Palms-Los Angeles,
GK Consultants of Diamond Bar, Kimley-Horn and Associates, Inc. of Woodland
Hills, and Willdan Engineering of City of Industry, be approved to support the City’s
capital improvement program. With the five additional firms, the competition for
projects amongst the ten (10) firms will ensure that the City receives competitive
rates. These ten (10) engineering, construction management and inspection
companies have a wealth of experience working with local cities on many different
types of capital projects.
Firms may receive a request for proposal for each new capital project depending on
their availability and specific expertise. The request for proposal will require the
consultant to submit a brief proposal that contains resumes of their staff, availability,
hourly rates, and references for similar projects. This process is an efficient, less
formal proposal process that streamlines project delivery and has proven successful.
Each proposal received is evaluated based on the demonstrated level of expertise of
the proposed project staff, time to complete the work, and fee. Based on all of these
criteria, one firm will be selected and be approved administratively by the Public
Works Director/City Engineer. Having ten (10) exclusive contracts, as recommended
by staff, will save time so that staff will be better able to focus on completing capital
improvement projects.
These consulting firms will be required to provide errors and omission and liability
insurances at $1 million each. The City retains the right to terminate these
agreements upon thirty days’ notice at any time during the term of agreements.
Also, the City will have the right to contract with other consultants when it is in the
City’s best interest.
For Fiscal Year 2009/10 and 2010/11, $20 million of capital projects are in the
approved interim budget. Typically the total consultant fees range from 10% to 20%
of a capital project budget. For the proposed agreements, staff will conservatively
use 15% as the amount set aside for consultant services. Therefore, of the $20
million of capital projects, it is proposed that $3 million be encumbered for the
agreements.
It is recommended that the contracts go into effect after they are approved and fully
executed and that they expire on June 30, 2012.
FISCAL ANALYSIS:
City of Culver City, California
Agenda Item Report
The consultants would be paid for their services using funds already set aside for
engineering costs within the approved interim 2009/10 and 2010/2011 capital project
budgets of each capital project.
ATTACHMENTS:
• AAE Consulting, Inc. Statement of qualifications
• APD Consultants Statement of Qualifications
• CivilSource Statement of Qualifications
• E. W. Moon
• GK Consultants Statement of Qualifications
• Kimley-Horn and Associates, Inc. Statement of Qualifications
• KOA Corporation Statement of Qualifications
• Nickerson Company Statement of Qualifications
• Paller-Roberts Engineering Statement of Qualifications
• Psomas Statement of Qualifications
• Willdan Engineering Statement of Qualifications
MOTION:
That the City Council:
1A) Approve professional services agreements with AAE Inc., APD
Consultants, CivilSource, E.W. Moon, Kimley-Horn and Associates, KOA
Corporation/CBM Consultants, Paller-Roberts Engineering, Inc., Psomas
and Willdan for General Civil Engineering Services; and with GK
Consultants and Nickerson Company for Construction Management and
Inspection Services, all with terms expiring on June 30, 2012 in an
aggregate not to exceed amount of $3,000,000; and,
1B) Authorize the City Attorney to review/prepare the necessary documents;
and.
1C) Authorize the City Manager to execute such documents on behalf of the
City.
OR
2) Direct staff, for each Capital project, to seek City Council authorization for
release of a Request for Proposals for general civil engineering services
and construction management and inspection services and obtain City
Council approval for each professional services agreement.